Executive Assistant

Job Description:

About Rakuten International  

Rakuten International is a division of Rakuten Group, Inc., a Japanese global technology leader in services that empower individuals, communities, businesses and society. Headquartered in San Mateo, California with more than 4,000 employees worldwide, the Rakuten International business portfolio includes market leaders in e-commerce, digital marketing, advertising, communications and entertainment. We create products and services that provide exceptional value by aligning members and the businesses that want to engage them in a shared community. 

Job Summary:

Rakuten is looking for a sharp, driven, and multi-tasking Executive Assistant to provide executive and administrative support to the Chief Financial Officer (CFO) and Chief Marketing Officer (CMO). The role will be based out of our San Francisco office and report to the CFO. Regular travel to the San Mateo office will be needed.

In this role, you will directly contribute to the smooth operation of administrative functions within your team. You will handle essential tasks such as managing schedules, organizing documents, maintaining records, and supporting communication efforts. Your contributions will ensure efficient workflows, and you will take ownership of daily responsibilities to keep operations running effectively. Through your attention to detail and proactive support, you will play an important part in helping the team meet its goals and maintain an organized, productive environment.

Key Responsibilities:

• Provide high-level administrative support to the CFO and CMO, including calendar management, travel coordination, and expense reporting.
• Coordinate and organize meetings, including scheduling, agenda preparation, note-taking, and follow-up.
• Support the finance and marketing team on special projects, data entry, and ad hoc reporting.
• Assist in managing paperwork for straightforward vendor renewals and assisting with software license management by adding, removing, or disabling licenses as needed. 
• Assist in setting up company leadership meetings.
• Handle sensitive information and high-level communications with discretion, confidentiality, ensuring professionalism in all interactions.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Technical Proficiency: Must be proficient in Microsoft Office Suite and possess a general technical aptitude, with the ability to quickly learn and adapt to new software and tools.
• AI Proficiency: Familiarity with AI tools and their application in administrative tasks is desirable. Candidates should be comfortable using AI for email management and data analysis.
• Travel Coordination Expertise: Demonstrated experience in arranging and scheduling both international and domestic travel, including detailed itinerary planning and logistics management.
• Communication Excellence: Exceptional written, verbal, and interpersonal communication skills, with the ability to convey information clearly and effectively across different levels of the organization.
• Independence and Initiative: Proven ability to handle situations independently, taking initiative to anticipate needs and make decisions in a fast-paced environment.t..
• Attention to Detail: Meticulous attention to detail, coupled with the ability to meet tight deadlines, maintain efficient organizational practices, and switch gears swiftly as needed.
• Work Ethic and Attitude: A strong work ethic and a positive, get-it-done attitude, demonstrating dedication and commitment to the role and the organization’s goals.

Minimum Requirements:
 

• Minimum 5-7 years of progressively responsible experience as an executive assistant.
• Bachelor's Degree Required

Five Principles for Success
Our worldwide practices describe specific behaviors that make Rakuten unique and united across the world. We expect Rakuten employees to model these 5 Shugi Principles of Success.

Always improve, Always Advance - Only be satisfied with complete success - Kaizen
Passionately Professional - Take an uncompromising approach to your work and be determined to be the best
Hypothesize - Practice - Validate – Shikumika - Use the Rakuten Cycle to succeed in unknown territory
Maximize Customer Satisfaction - The greatest satisfaction for our teams is seeing their customers smile
Speed!! Speed!! Speed!! - Always be conscious of time - take charge, set clear goals, and engage your team

At the time of posting, Rakuten expects the base compensation for this role to be within the range shown below. Individual compensation will vary based on job-related factors, including the skills, qualifications, and experience of the successful candidate as well as business need and geographic location. The successful applicant for this role will be eligible for discretionary bonus, health, vision, dental insurance, 401k matching, PTO, Volunteer Time Off (VTO), and other employee benefits as the company implements.